Retail and Walk-In Sales to Non-Patients

Some practices sell products — supplements, skincare, equipment, and similar items — to individuals who are not established patients. Since OptiMantra requires a patient record to generate a Superbill, a simple workaround using a generic placeholder profile keeps your sales transactions recorded accurately without cluttering your patient database.

Overview

This article covers:

• Setting up a generic “Retail Patient” profile
• Recording the sale using a blank Superbill
• Providing a receipt to the customer

Step 1 — Create a “Retail Patient” Placeholder Profile

Before you can record a walk-in sale, you need a single generic patient profile to use for all retail transactions. You only need to do this once.

1. Go to Patients > Add New Patient.
2. First Name: Retail
3. Last Name: Patient
4. Leave all other fields blank or enter a placeholder value where required.
5. Save the profile.

Note: You do not need a separate profile for each walk-in customer. A single “Retail Patient” profile is reused for every over-the-counter sale. For privacy reasons, do not enter any real customer information into this profile.

Step 2 — Record the Sale on a Blank Superbill

With the Retail Patient profile in place, you can record walk-in transactions the same way you would process any product sale in OptiMantra.

1. Open the Retail Patient profile and go to Actions > Superbill.
2. Select a provider, then choose Blank Superbill.
3. Set the Date of Visit to today’s date.
4. In the Services section, use Add Product/Inventory to add the items being purchased. Set the quantity and confirm the price for each item.
5. In the Payment section, record how the customer is paying (cash, card, etc.) and process or log the payment.
6. Save and close the Superbill.

For full step-by-step guidance on completing a Superbill, including adding products, applying discounts, and recording payment, see:

Superbills — Each Section & How to Customize It

Note: Because the Retail Patient profile is shared across all walk-in transactions, each sale will appear in that profile’s Superbill history. This is expected. Ensure your staff understands this profile is a placeholder and should not be used for actual patient care.

Step 3 — Providing a Receipt to the Customer

There are two options for giving the walk-in customer a receipt. Use whichever is most convenient for your practice.

Option A — Print or email the Superbill

The Superbill itself serves as a receipt. From the completed Superbill:

• Click Print to print a paper copy for the customer.
• *Note as the patient data entered is dummy data, e-mail is not an option.

Option B — Download the transaction PDF from Payment History

A PDF of the transaction is also available from the patient’s payment history:

1. From the Retail Patient profile, go to Actions > Payment History.
2. Locate the transaction and open it.
3. Download or print the PDF to provide to the customer.